How to Clean Up Your CRM and Unlock the Goldmine in Your Database
How to Clean Up Your CRM and Unlock the Goldmine in Your Database
If your CRM feels more like a black hole than a business asset, you're not alone. I’ve talked to countless agents facing the same thing — bloated lead lists, confusing categories, and automated emails that feel… off. But here’s the truth: your CRM has the potential to be a goldmine. You just have to clean it up and dial it in.
Here’s exactly how I’ve helped agents transform their chaos into commission checks.
1. Know Your Numbers
Before you fix anything, you need a baseline. One agent I worked with had:
4,451 leads total
4,373 marked New
57 Active
16 Prospects
1 Closed
0 in the Sphere
That’s not a pipeline — that’s a data dump. Without clarity, there’s no strategy.
2. Define Your People
Your CRM isn’t just a list of names — it’s a map of your relationships. Here's how I break it down:
New = No contact yet
Prospect = Talked, but not ready
Active = Planning to buy/sell within 24 months
Sphere = Knows, likes, and trusts you (including past clients)
Ask yourself: Who belongs in my sphere? One agent guessed they had 150–200 people, but none were tagged. That’s a massive missed opportunity.
3. Export and Sort
Sometimes you need to get out of the CRM to really see what’s going on. Export everything into a spreadsheet.
Here’s how to make it work:
Sort alphabetically to jog your memory
Add columns for status, last contact date, and notes
Color code for quick visuals
Add hashtags or labels to prep for re-import
It’s tedious, but it’s powerful.
4. Kill the Canned Stuff
Automations should serve your business — not sabotage it. If your past client gets an email that says “I’ll set up a property alert,” and they just closed with you? Yikes.
My advice:
Turn off default automations that feel generic. Write your own scripts. Make them sound like you. Your relationships deserve a personal touch.
5. Build Smart Filters
Once you’ve cleaned up your data, make it work for you.
Create filters like:
Leads with email but no phone
Leads in your target zip codes
Leads who’ve gone cold for 3+ months
Pin these views so you can jump into focused follow-ups with zero friction.
6. Set Micro Goals
Trying to fix your entire CRM at once? Don’t. You’ll burn out. Instead, update 10 contacts a day. That’s 50 a week. That’s 200 a month. Keep at it, and soon your CRM will start working for you.
7. Your Sphere = Your Superpower
This is where the money lives. A nurtured sphere can give you 15–20 deals a year — without chasing cold leads or spending big on ads.
Start by:
Tagging your sphere
Sending personalized market updates
Launching relationship-driven campaigns
It’s not about more leads — it’s about the right ones.
Final Thoughts: Just Start
You don’t need a perfect system — just a better one than yesterday. Pick one group. Export it. Sort it. Tag it. And move the needle a little every day.
Want help building a custom plan or launching your sphere strategy? Click the button below to schedule a call with us
